Agentic workflows let you automate repetitive tasks using simple, everyday language, using a flexible, node-based visual canvas. You can use agentic AI workflows from templates or a low-code builder to automate multi‑step actions across Meetings, Chat, Docs, and Tasks. In addition to Zoom sources and data, you can connect to third-party applications, allowing you to retrieve data from and output to other third-party tools such as Google, Microsoft, and Salesforce.
When you click Workflows in the sidebar, Workflows will automatically open, where you can describe a workflow in natural language. You can also access the following workflow-related options, which are displayed under Workflow in the sidebar.
Agentic workflows for ZoomMate are available to paid ZoomMate and Custom AI Companion users in the US. Free users can also access a limited version of this feature, with up to 10 runs per month.
Both test runs when building and runs after publishing workflows count towards monthly usage. Paid ZoomMate and Custom AI Companion users will initially have unlimited runs for a limited time.
Requirements for using agentic workflows with ZoomMate
Some features are available with a Zoom Workplace Pro, Zoom Workplace Pro Plus, Zoom Workplace Business, Zoom Workplace Business Plus, Zoom Workplace Enterprise, Zoom Workplace Enterprise Plus, or Enterprise Bundle account
Supported browsers: Chrome, Edge, Safari, or Firefox (latest versions)
Use of the AI-powered, Third-party connectors, Send SMS message, Send Voice message and Web crawler nodes requires a ZoomMate license and consumes Zoom AI credits.
Understanding the ZoomMate agentic workflow homepage
The ZoomMate agentic workflow homepage provides a centralized workspace for discovering, creating, and managing automated workflows. From the homepage, you can browse prebuilt workflow templates, organize your existing workflows, monitor workflow activity, and create new automations.
Home tab
The Home tab serves as the primary landing page for workflow discovery. It displays a collection of ready-to-use workflow templates that help you automate common business processes without building workflows from scratch.
Each template includes a preview image and title so you can quickly understand its purpose before selecting it. Templates may also display the applications or integrations they use, allowing you to identify workflows that connect with services such as Slack, Gmail, Salesforce, or Zoom.
Use the Home tab to:
Browse recommended workflow templates.
Search for templates by name.
Filter templates by business category.
Review template details before creating a workflow.
Template categories
Below the Ready to use section are category filters that help narrow the list of available templates.
Available categories include:
All: Displays every available workflow template.
Meeting Management: Templates for meeting preparation, summaries, follow-up actions, scheduling, and meeting productivity.
Chat: Templates that automate messaging, notifications, and chat-based collaboration.
Sales: Templates that integrate meeting information with CRM systems and sales workflows.
Marketing: Templates designed for marketing campaigns, content, and customer engagement.
IT & Engineering: Templates that automate technical processes, incident tracking, and engineering tasks.
HR: Templates supporting recruiting, onboarding, employee communication, and HR operations.
Others: Additional workflow templates that don't belong to a specific business category.
Selecting a category immediately filters the displayed templates, making it easier to find workflows relevant to your use case.
Search templates
The Search templates field lets you quickly locate workflow templates by entering keywords.
For example, you can search for:
Meeting summary
Slack
Gmail
Salesforce
Reminder
The template list updates dynamically to display matching results.
Template cards
Each template appears as an individual card containing:
A visual preview of the workflow.
The workflow name.
Supported application or integration icons.
Selecting a template opens its details, where you can review its configuration before creating your own workflow.
Examples shown include:
Pre-meeting reminder
General Meeting Preparation Flow with Chat Notification
Meeting Summary to Slack
Meeting Summary to Salesforce
Post-Meeting Action Tracker
Meeting Summary to Gmail
These templates provide starting points that you can customize to fit your organization's requirements.
My workflows tab
The My workflows tab contains workflows that you have already created or saved.
User can also view workflows applied by my organization under My workflows tab:
View all of your workflows.
Open an existing workflow for editing.
Enable or disable workflows.
Review workflow configurations.
Continue editing workflows created from templates or built from scratch.
This tab acts as your personal workflow library, allowing you to manage all of your active and draft automations from one location.
Activity logs tab
The Activity logs tab provides visibility into workflow execution history.
Use this tab to monitor workflow activity, including:
Workflow run record and results status.
Processing logs.
Execution timestamps.
Meta data for a workflow for troubleshooting.
Activity logs help administrators and workflow owners verify that automations are running as expected and identify issues that may require attention.
Create button
The + Create button lets you create a new workflow.
Select Create to begin building a workflow from scratch or choose one of the following options
CUI (Conversational UI workflow): Creates a Conversational UI workflow.
Start with a node: Build from scratch by creating a new workflow.
Import workflow: Import an existing workflow into the workspace.
After creating a workflow, you can configure triggers, actions, conditions, and connected applications to automate business processes.
Click the +Create button in the upper-right corner.
In detail, describe the task or process you want to automate using the workflow. If it requires multiple steps, describe each step in the desired sequence for the workflow you want to create.
Click the Send icon. ZoomMate will begin designing the workflow, as well as ask clarification questions for configuring nodes within the workflow. Once it has all the necessary info, ZoomMate will begin building the workflow.
(Optional) Once the workflow is complete, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow or manually update the workflow.
Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
Continue to make any additional changes to the workflow.
Click Deploy to save changes to the flow and set it to Active.
Under Workflow, click + Create. The workflow builder and the ZoomMate side panel will open.
Below the description chatbox, click Start with a node, then click Triggers.
In the node trigger list, select a trigger:
Manually start: Starts the workflow when you press a button.
Fill out a form: Starts the workflow when users submit a form with required fields.
Meeting event: Starts the workflow when specific Zoom Meeting events occur, such as when a meeting starts or ends.
Team chat event: Starts the workflow when a Zoom Chat event occurs, such as when a message is received or a specific emoji is used.
From webhook: Starts the workflow automatically based on external events or system updates, such as a new form submission, a CRM status change, or an alert from another app, so processes stay connected and responsive across all your tools.
When link is clicked: Starts the workflow when someone clicks on a link.
Custom schedule: Starts the workflow at a scheduled date and time.
Phone event: Starts the workflow when a Zoom Phone event occurs, such as a missed call, received SMS, or new voicemail.
RSS feed: Starts the workflow when an RSS feed item is published. Note: When you hover over a trigger option, a coach or help tooltip appears to explain when to use that trigger.
Click a trigger to add it to the canvas and expand its configuration panel.
Configure the trigger details. For example, for a Meeting event trigger, configure:
Meeting event type: When the meeting ends.
Which meetings to monitor: All my meetings.
Time offsets: 0 min to trigger exactly when the event happens, or a negative or positive offset to trigger before or after the event.
Add additional nodes and actions as needed, such as sending a summary to Slack, saving a document to Zoom Canvas, or posting a message to a chat channel. Note: If a node outputs a variable, that variable can be dragged or dropped within another action node.
(Optional) At any step, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow, and let ZoomMate update triggers, actions, or parameters for you.
Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
Continue to make any additional changes to the workflow.
Click Deploy to save changes to the flow and set it to Active.
Below the description chatbox, click Choose a template.
Browse the templates and select a template that matches your role or use case. Examples include:
Meeting management templates, such as:
Pre-meeting reminder: Before the meeting starts, remind yourself of the essentials, such as the topic, start time, and key participants.
General Meeting Preparation Flow: Automatically prepares for upcoming meetings by searching related documents and chats.
Meeting Summary to Slack: Generate a comprehensive AI-powered meeting summary and send it to a Slack channel.
Meeting Summary to Salesforce: Automatically captures meeting outcomes, generates structured summaries with key decisions, SMART action items, and follow-up tasks, and saves them as Salesforce notes.
Chat-based templates, such as
Daily Chat Summary: Receive a daily recap of Zoom Chat channel activity.
Channel Welcome and Summary: When a new member joins a channel, send a welcome message and provide a summary of the channel's messages over the last 3 days.
Smart Message Categorizer & Responder: Categorizes channel messages and provides contextual workflow assistance by searching recent conversation history to deliver accurate and relevant responses.
Track @Mentions in Document: Captures mention details, including the timestamp, user, summary, and message link, and stores them in a selected Zoom Doc for easy tracking and reference.
Templates geared towards sales use cases, such as:
Salesforce Opportunity Auto-Update: After a meeting, automatically update a Salesforce opportunity from the content of the meeting transcript.
Auto Follow-up Email: Automatically generates and sends a professional follow-up email after meetings using AI-extracted key discussion points, decisions, and action items.
Sales Meeting Prep with Salesforce & Zoom Canvas: Prepare for sales meetings by searching Salesforce for customer notes and opportunities and related Zoom docs/chats/meetings.
Templates geared towards marketing use cases, such as:
Content Brief Generator: Creates a marketing content brief from meeting recordings, capturing campaign details, audience insights, and deliverables, and sends the brief to the current user via email.
Stakeholder Campaign Recap: Generates a structured marketing campaign recap from relevant meeting discussions, highlighting campaign status, key milestones, risks, and next steps, then emails the recap to the current user.
Voice of Customer Insights: Analyzes meeting transcripts to identify customer pain points, objections, and messaging opportunities, then generates and emails actionable Voice of Customer (VoC) insights to the current user.
Templates geared towards IT and Engineering use cases, such as:
Daily Jira Task Summary to Zoom Chat: Automatically fetch all of a user’s unfinished assigned JIRA tasks every morning and send a formatted summary via Zoom Chat to keep users informed of their pending work items.
Auto-Create Jira Tickets: Automatically creates Jira bug tickets when users react with a ticket emoji in Chat. AI extracts issue details from the conversation thread, assigns the ticket to the mentioned users, and posts a confirmation message with ticket details back to the chat.
Templates geared towards HR use cases, such as:
Interview Feedback Consolidation: Compiles post-interview feedback by summarizing candidate strengths, concerns, supporting evidence, and recommended next steps, then updates the corresponding recruitment records.
Hiring Debrief & Decision Log: Following a recruitment review meeting, automatically captures hiring decisions, including whether to advance candidates to the next stage, extend offers, address interview follow-up items, assign responsible owners, and track associated deadlines.
New Hire Onboarding Kickoff Pack: Following an onboarding kickoff or sync meeting, automatically generates a new employee onboarding plan that outlines first-week tasks, key contacts, training resources, and 30-, 60-, and 90-day milestones.
Templates for other use cases, such as:
OpenAI News Auto-Publisher: Monitors OpenAI’s RSS feed on an hourly basis, summarizes newly published articles with key insights, and posts formatted updates with clickable links to a designated Zoom channel.
Zoom Service Status Alerts: Monitors Zoom’s service status RSS feed and delivers formatted updates to a Zoom channel, providing timely notifications about service incidents, scheduled maintenance, and operational status changes.
Food Order Monitoring: Monitors food-related discussions when the order group is mentioned, updates the requirements document with relevant details, and generates enhanced response messaging for posting in the channel.
Click a template to open it in the workflow builder.
Review the preconfigured triggers and actions, then adjust any fields (such as channels, recipients, action approvals, or storage locations) as needed.
(Optional) Use the ZoomMate text box in the side panel to refine the template, add steps, or change conditions using natural language instructions.
Click Import workflow, then click the Choose file button.
Select the .json file and click Open.
How to use the action approval feature within workflows
In workflows, action nodes that perform sensitive write operations (e.g., updating a Salesforce Opportunity or creating a Jira ticket) allow users to review, edit, and approve changes before they are executed. When triggered, a pending action appears within the ZoomMate or Workflows tab for user review.
Users can configure the AI reasoning node's tool sets to either always ask for approval (the default) or always allow the tool sets' actions without confirmation. For action nodes (e.g., Leavechannel node), users can select whether the node allows the action without approval or always prompts for confirmation before proceeding.
Click Notification preferences and enable one or both options.
Email notifications: Receive an email notification when a review is assigned to you.
In-client notification badges: Displays notification badges and alerts for Workflows in Zoom Workspace.
(Optional) Skip all: Skip all pending action notifications.
Configure approval flows for action nodes
Create or open a workflow.
Add or edit an action node that utilizes the Action Approval field.
Under Action Approval, select an option:
Always ask: The workflow can not complete the action until the user has approved the action within the ZoomMate or Workflows tab.
Always allow:The workflow will automatically complete it without requiring additional user approval. Note: This is the default for action nodes that can require approval. However, if the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
Save the workflow.
Configure approval flows for the AI Reasoning node
Create or open a workflow.
Add or edit the AI Reasoning node.
Under Tool sets, next to the desired tool set (Zoom Tasks, Zoom Chat, etc.), click the Settings icon [Gear icon].
Next to the desired action, select an option:
Always ask: Users will need to approve the action within ZoomMate before the workflow can continue. Note: This is the default for all actions associated with a tool set.
Always allow: The action will be performed without additional approval. Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
If an action is configured to Always ask for confirmation or Always ask, the action node will require approval before continuing the workflow. To approve the action:
Launch Workflows. Under Pending actions, workflows that require approval before continuing will be listed.
Click the workflow and review the output.
(Optional) If you want to avoid manually approving this action in future workflows, set the action’s approval setting to Always allow. Otherwise, select Allow once to approve it for the current workflow only. Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to modify this.
(Optional) Click Cancelworkflow to cancel the action and terminate the workflow.
Click Approve & continue to continue the workflow with the approved output.
Under the Status column, click the toggle for the desired workflow to either Active (enabled) or Inactive (disabled). Note: Workflows with manual triggers can not be disabled.
Use the available filters to find the workflow you want to review or update:
Search by workflow name
Filter by date range.
Filter by flow trigger type
Click a workflow name to open it.
In the top right corner, click the more icon and click Share. Note: A Workflow must be deployed before it can be shared.
Enter the desired contact or channel you want to share the workflow with.
Click Send. The workflow will be shared with the desired users, allowing them to view the workflow. Note: Users will not be able to edit the workflow and must save a copy of the workflow to use and/or modify it.
Start without any integrations, leveraging data within the Zoom ecosystem.
After completing your first successful workflow, move on to one integration and expand gradually.
Use AI Nodes to interpret unstructured data before passing it to third‑party systems.
Always include a notification or documentation node for visibility.
When using the HTTP request node, always start the URL with http:// or https://, and keep header names to letters, digits, and the characters - _ ..
Turn on retries for unreliable endpoints, and pair them with a Default value on failure so a single bad call doesn't break the whole workflow.
Store secrets as credentials instead of plain headers — they are encrypted and masked.
Use Validate to catch configuration mistakes and Test to confirm connectivity before publishing a workflow that contains an HTTP request node.
For GET and HEAD requests, put data in query parameters rather than the body, since the body is ignored for those methods.
How to troubleshoot workflows
Authentication and connection issues with workflows
Authorization issues with third-party integrations
If you are experiencing issues with authorization problems with third-party integrations:
If workflows keep asking for authorization but never complete, try disconnecting and reconnecting the integration in workflow settings.
Salesforce connector visibility issues may occur due to changes in data source configuration.
Trigger and execution issues
Team chat event not triggering workflow
If you are experiencing issues with workflows that use the Team chat event trigger not triggering correctly, check whether the workflow was shared with you using chat nodes. If the workflow owner still has appropriate channel permissions, as workflows can deactivate if the owner loses access or leaves a channel.
From Webhook not triggering workflow
If you are experiencing issues with workflows that use the From webhook trigger not triggering correctly, confirm the following:
Confirm that the external system is sending a POST request (not GET).
Confirm the payload format matches the workflow's expectations.
Confirm the workflow is published and active.
In addition to the above, you can also view the logs for the workflow to verify the request being sent via the webhook.
Form and condition node issues
Form variable issues
If you are experiencing issues with form variables:
Variables from forms within switch case branches may not be accessible outside that branch.
For user selection fields showing duplicate names, email addresses are not currently displayed (known design defect.
Condition node issues
If you are experiencing issues with condition nodes:
If the condition nodes return "evaluationResult: null" and terminate, try adjusting the prompt for the LLM evaluation.
Certain topology configurations may be unsupported; disconnect and reconnect lines if needed.
Ensure the default branch is properly configured.
Data and variable-related issues
Errors related to illegal characters in field names
If encountering issues related to field names, remove special characters like periods (.) from field names (e.g., change "jira.link" to "jiralink").
Missing or incorrect data issues
If encountering missing or incorrect data issues:
For meeting data that isn't loading properly (content appears incomplete), verify the document size isn't exceeding the 20,000,000-character limit.
Check that variables are properly passed between nodes, and use the variable selector to ensure correct references.
If data appears truncated or missing, confirm the workflow has proper permissions to access the source content.
For empty or null values, verify the trigger fired correctly and captured the expected data - check Activity Logs.
If the extracted data doesn't match expectations, review the Extract Data node configuration and ensure the prompt clearly specifies what information to capture.
For inconsistent data across workflow runs, check if the source content format has changed or if the conditional logic needs adjustment.
Other node-specific issues
Send chat message based on node failures
If you are having issues with workflows utilizing the Reply to a message, Send a message to a channel, Send a direct message, or Send a message to the meeting nodes, check the following:
If mention tags appear as plain text instead of the usual formatted mentions, the node will fail.
"Bad Request" errors (400) may indicate channel permission issues or incorrect message formatting.
AI node failing
If the LLM node is failing/timing out, check that referenced documents aren't too large (the maximum character limit is 20,000,000).
Get a doc node failing
If the Get a doc node is failing, check the following:
If getting "UNKNOWN_ERROR" or data retrieval issues, verify the document size isn't exceeding limits.
Ensure you have proper access permissions to the document.
Google Sheets nodes failing
If you are receiving errors when using Google Sheets nodes, check the following:
For "Unable to parse range" errors (e.g., "Sheet1!C18:C31"), verify the sheet range format is correct
Check that the spreadsheet is properly authorized and accessible.
Jira nodes failing
If you are receiving errors when using Jira nodes, check the following:
For "No operation with name 'set' found" errors, check the field mapping configuration.
Some Jira fields may not support variable inputs. If a Jira field uses variable inputs, remove the input and test whether the workflow still fails.
HTTP request node failing
If you are receiving errors when using the HTTP request node, check the following:
If validation blocks you, confirm the URL starts with http:// or https:// and includes a host, the method is valid, header names use only letters, digits, and - _ ., and the timeout is not negative.
If the node returns an error instead of a body, the response may exceed the 1 MB limit — responses larger than 1 MB are rejected.
For repeated 5xx responses, turn on retries (retry count and interval are each capped at 5) and set a Default value on failure so the workflow can continue.
If a public URL is unreachable, confirm the outbound proxy in your environment permits external internet access.
If a placeholder such as $userId is not being replaced, verify the variable exists and is produced by an upstream node.
If Test reports the host is unreachable, or you see "test request limited," note that Test is rate-limited to 50 calls per 5 minutes per user.
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